Automated Fee Billing, Double-Entry Accounting & Tally Integration
Classegy’s financial engine automates tuition billing, sibling discounts, and single-screen cashier collections alongside full double-entry accounting. Track regular and one-time vendor payments, caution refunds, and cashier daybooks with 1-click export to Tally Prime, Zoho Books, and QuickBooks.
Engineered for School Accountants, Cashiers & Trustees
Eliminate manual Excel sheets, untracked cash receipts, delayed cheque reconciliations, and missed fee collection dues.
Single-Screen Student Financial 360°
View everything about a student’s finances on one single screen: term dues, past payment history, advance balances, sibling links, transport fee, and fines. Cashiers collect fees in under 15 seconds.
- Instant student fee balance lookup
- Single-click thermal or A4 PDF receipt generation
- Linked sibling discount visibility
Double-Entry General Ledger & Tally Sync
Every financial event creates balanced double-entry vouchers. Export compliance-ready XML packages for Tally Prime & ERP 9, Zoho Books CSV, or QuickBooks journal entries in 1 click.
- 1-click native Tally XML voucher & master sync
- Head-wise segregation (Tuition, Bus, Lab, Exam)
- Cashier shift counter close daybooks
Regular & One-Time Vendor Accounting
Track outgoing vendor payments alongside fee revenue. Manage recurring AMCs (bus maintenance, security) and one-time supplier invoices with invoice attachments and statutory TDS deductions.
- Recurring contractual AMC vendor schedules
- One-time supplier invoice & PO matching
- Automated TDS deduction & bank UTR logging
Partial Pay, Over-Pay & Void Management
Accept flexible partial installment payments without breaking fee structures. Over-payments auto-credit to next quarter, and erroneous receipts can be voided with mandatory audit reason logging.
- Automated head-wise partial allocation
- Advance balance carry-forward to next term
- Audit-locked receipt voiding & cancellation logs
Online Failure Detection & Auto-Clearance
Detect failed, dropped, or pending transactions across Razorpay, Paytm, Stripe, PayU, and CCAvenue in real time. Automatic webhook reconciliation prevents parents from paying twice.
- Live webhook status reconciliation
- Zero duplicate payment disputes
- Instant parent SMS on successful clearance
Cheque & Bank Challan Lifecycle Tracking
Track cheques from received, deposited in bank, to cleared or bounced. Automatic bounce penalty charge addition and immediate parent alert notifications keep accounts 100% accurate.
- Cheque clearing & deposit slip register
- Automated bounce penalty fee addition
- Bank challan batch upload matching
Rule-Based & On-Spot Authorized Concessions
Automate rule-based concessions (sibling discounts, staff wards, scholarships, EWS quotas) and support authorized on-spot concessions with justification logs and percentage caps.
- Automated sibling discount calculation
- Staff ward & scholarship quota rules
- Authorized on-spot discounts with justification notes
Return Fee & Security Deposit Refunds
Seamlessly process caution money returns, security deposit adjustments, and student withdrawal refunds during TC generation with full cross-department ledger clearance verification.
- Automated caution money clearance on TC
- Refund voucher generation with bank transfer UTR
- Zero unrecovered library or transport dues
Single-Screen Student Payment 360° Cockpit
Every fee head, installment milestone, sibling discount, and payment mode on one fast screen.
Native Accounting Export for Tally Prime, Zoho Books & QuickBooks
Generate compliance-ready XML vouchers, master ledgers, and journal entry CSVs for instant import into third-party accounting systems.
External Accounting Export
Generate compliance-ready journals and ledgers for Tally Prime, Zoho Books, and QuickBooks
Tally Prime & ERP 9
Export all fee collection receipts, refund vouchers, vendor payments, and journal adjustments directly into Tally XML format with preserved ledger hierarchy.
- Open Tally Prime > Select Company.
- Go to Import > Transactions > XML.
- Select downloaded voucher file. Ledgers are automatically mapped.
Zoho Books
Export fee collections and vendor disbursements as structured Zoho Books manual journals with debit bank accounts and credit income/fee ledgers.
- Open Zoho Books > Accountant > Manual Journals.
- Click Import Journals > Select the exported CSV.
- Confirm field mappings (Account, Debit, Credit, Reference).
QuickBooks Online & Desktop
Export daily or transaction-level fee collection batches and vendor payments into Intuit QuickBooks journal entry CSV schema.
- Open QuickBooks > Settings > Import Data > Journal Entries.
- Upload the CSV file.
- Review line-item ledger distributions and click Finish.
Real-time API Sync
Connect your custom accounting software or ERP (SAP, Oracle, Odoo) directly with Classegy's real-time voucher webhooks.
All vouchers and ledger transactions are accessible via REST API (/api/v1/vouchers) for direct ERP synchronization.
Instant Reports Tailored for Every Role
No manual Excel consolidation. Generate audit-ready financial statements in one tap.
For School Accountants & Cashiers
- Daily Cashier Counter Daybook (Cash, Cheque, Online closing)
- Pending Cheque Clearing & Bank Deposit Slips
- Head-Wise Collection Breakdown (Tuition vs Bus vs Lab)
- Cancelled & Voided Receipts Audit Register
For School Directors & Trustees
- Consolidated Multi-Campus Fee Collection Dashboard
- Aging Analysis of Outstanding Dues (30, 60, 90+ Days)
- Projected Cash Flow vs Actual Realized Collections
- Total Concessions & Scholarships Granted Audit
For Chartered Accountants & Auditors
- Double-Entry Trial Balance & General Ledger Export
- Bank Reconciliation Statement (BRS Matching)
- Vendor Expense Invoices & TDS Withholding Register
- Refunds, Security Deposits & Caution Money Ledger
Classegy Zero Fee Leakage vs Traditional School Accounting
Detailed breakdown of how Classegy prevents revenue leakage and eliminates manual accounting errors.
| Financial Function | Classegy Zero-Leakage Fee & Accounting Engine | Generic School ERP / Manual Excel |
|---|---|---|
| Partial & Over-Payments | Automatic head-wise allocation; over-payments auto-credit to next term. | Breaks installment schedules; accountants keep offline diary notes. |
| Vendor Payment Tracking | Tracks regular recurring AMCs and one-time vendor bills with TDS & PO attachments. | Vendor expenses kept in loose paper files or untracked spreadsheets. |
| Cheque Bounce Handling | Auto-reopens invoice, adds bounce fine, and dispatches parent SMS in 1 click. | Manual voucher cancellations; high risk of untracked bounced cheques. |
| Online Gateway Failures | Real-time webhook auto-reconciliation prevents double payments from parents. | Pending transactions require manual bank statement cross-checking. |
| Tally, Zoho & QB Export | 1-click XML vouchers and CSV journals mapped directly to chart of accounts. | Requires manual re-typing into Tally at the end of every month. |
| Caution Money & Exit Refunds | Automated dues clearance check before issuing TC and refund vouchers. | Students exit while uncollected transport/library dues remain unpaid. |
Calculate Your School's Fee Recovery ROI
Estimate operational time saved and prevented uncollected fee leakage.
Calculate Your Campus Operational & Fee Savings
Based on actual operational benchmarks from international & multi-campus schools.
Via automated installment triggers, sibling link detection & instant mobile payment reminders.
Equivalent to ~2.4 full-time administrative staff redeployed to educational initiatives.
Frequently Asked Questions
Clear answers to common questions about fee reconciliation, Tally sync, vendor accounting, and zero leakage.
How does the single-screen payment cockpit help counter cashiers and accountants?
The single-screen student 360° displays every financial detail in one view: current term dues, past payment receipts, advance balances, transport fee tiers, active sibling concessions, and pending cheques. Cashiers collect fees and print thermal or PDF receipts in under 15 seconds.
Does Classegy maintain true double-entry bookkeeping for every transaction?
Yes. Every financial transaction—including student fee collections, regular contractual vendor AMCs, one-time supplier invoices, caution money returns, and petty cash disbursements—generates an immutable balanced double-entry voucher where Debits strictly equal Credits.
How does Classegy track vendor payments (regular contracted & one-time suppliers)?
Classegy manages accounts payable end-to-end: recurring service contracts (bus maintenance, security, cafeteria) and ad-hoc one-time vendor bills (science lab supplies, sports trophies). It tracks invoice attachments, PO approvals, TDS deductions (Sec 194C / 194J), and bank clearing UTRs.
How does Classegy export to Tally Prime, Zoho Books, and QuickBooks?
Administrators select their date range and campus entity, then download pre-formatted native Tally XML vouchers and master ledgers, Zoho Books manual journals CSV, or QuickBooks general journal CSVs. Ledgers and chart of accounts map automatically with zero manual re-entry.
How does Classegy handle partial payments and over-payments?
If a parent pays a partial amount, the system automatically allocates funds across fee heads (e.g. tuition first, transport second) and updates the remaining balance without breaking installment ledgers. Over-payments are automatically credited as advance balance and carried forward to subsequent quarters.
What happens when an online payment gateway transaction fails or hangs in pending state?
Classegy includes real-time gateway failure detection and webhook reconciliation. If money is deducted from the parent’s account during network dropouts, the system auto-reconciles the transaction upon bank confirmation, preventing duplicate payment attempts by parents.
How are fee refunds and caution deposit returns tracked during student TC issuance?
When a student exits or requests a caution money refund during Transfer Certificate (TC) generation, the system verifies uncollected dues across all departments (library, transport, lab), calculates net refundable amounts, and logs return payment vouchers with complete audit approval.